PCS 703 Table 1
Records Retention and Disposition Schedule Approval
The originating department compares existing departmental records with those described in the generic ASU Records Retention and Disposition Schedule (RRDS) forms for administrative records and student records.
Note: Most university departmental records can be destroyed after their total retention period has expired.
A departmental RRDS must be completed and approved for temporary storage or destruction of records not listed in the generic ASU RRDS, unless special destruction approval has been given by Arizona Department of Library, Archives and Public Records (ADLAPR) (see the procedure “ Destruction of Records Not on Approved Schedules”).
The originating department completes an RRDS, and a Records Retention and Disposition Schedule Approval Form and sends them to the university archivist.
Note: Blank RRDS and approval forms can be obtained from University Archives.
The university archivist:
The ADLAPR reviews the RRDS.
If the RRDS is not approved, the ADLAPR returns the form to the university archivist with an explanation of the deficiency. The university archivist will contact the originating department and negotiate revisions. The revised RRDS will be submitted to ADLAPR by the university archivist.
If the RRDS is approved, the ADLAPR sends an approved copy to the university archivist. The university archivist forwards one copy each to the originating department and ASU Surplus Property, and files a copy of the approved RRDS for future reference.
The originating department and ASU Surplus Property file the approved copy of the RRDS form in a secure area for future reference.
Temporary Records Storage
The originating department:
Note: Any record to be stored must meet the following criteria:
Note: The destruction date is set at the expiration of the retention period
Note: Leave about 1 1/2 inches of space in the box to facilitate servicing; leave more space if large amounts of later interfiling are foreseen.
When packing records into storage boxes, the originating department:
Note: Do not place individual transmittals in the related boxes.
ASU Surplus Property:
ASU Surplus Property /ADLAPR:
The originating department files the Records Center Storage transmittal form copy in a secure location. The Records Center location number must be furnished by the university department when requesting records from the Records Center.
Requesting Records from the Record Center
The originating department sends an e-mail to Surplus-Q@asu.edu, which includes the Records Center location number and box number(s), to request the return of boxes to the originating department.
Note: The Records Center location can be obtained from the previously returned Records Center Storage transmittal form.
ASU Surplus Property:
The originating department performs procedures necessary for the retrieved documentation. Upon completion of procedures for the retrieved documents, the originating department arranges to have the documents returned to ASU Surplus Property by sending an e-mail to Surplus-Q@asu.edu.
ASU Surplus Property arranges to pick up records from the originating department for refiling.
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